Refund & Cancellation Policy

Last updated: 01 January 2026

At Vet Voyagers CE, we plan our events with care and intention to create exceptional veterinary continuing education experiences in unique destinations. Because these events require advance commitments with hotels, venues, and speakers, we ask all attendees to review this policy carefully before registering.

Registration fees cover educational programming only. Lodging, travel, and resort expenses are separate and the responsibility of the attendee.

1. Event Registration Cancellations

Cancellation and refund eligibility may vary by event and will always be outlined on the individual event registration page. Unless otherwise stated, the following general policy applies:

• Cancellations made more than 60 days prior to the event start date may be eligible for a refund, minus any non-refundable fees.

• Cancellations made within 60 days of the event start date are generally non-refundable, but you may transfer your registration to a future conference up to 30 days prior to the start of your initially registered conference.

• Within 30 days, no transfers are available and you will forfeit your registration cost.

• No refunds will be issued for no-shows, early departures, or unused portions of the event.

These timelines reflect the point at which Vet Voyagers CE is financially committed to hosting the event. We understand life happens, if you need to cancel an event, please let us know as soon as possible so that we can work with you! Cancellations may be requested by emailing us at vetvoyagers@gmail.com

2. Non-Refundable Costs & Hotel Commitments

Certain costs are non-refundable, including but not limited to:

• Payment processing fees

• Administrative costs

• Speaker and program expenses

• Deposits paid to hotels, venues, and event partners

• Contractual obligations related to minimum hotel room commitments and unused room inventory

Because our events require advance agreements with hotels and venues, late cancellations often result in costs that cannot be recovered. These costs may be deducted from any approved refund.

3. Registration Transfers

We understand that plans change and life happens.

• Registration transfers to another eligible attendee may be permitted on a case-by-case basis.

• Requests must be submitted in writing prior to the event start date.

• Transfers are subject to approval and may include an administrative fee.

4. Event Changes or Cancellation by Vet Voyagers CE

In the unlikely event that Vet Voyagers CE must cancel or reschedule an event:

• Registered attendees will be notified as soon as reasonably possible.

• Attendees may be offered a refund, credit toward a future event, or transfer to another event, at our discretion.

• Vet Voyagers CE is not responsible for travel expenses, including airfare, lodging, or other costs incurred outside of registration fees.

• Vet Voyagers reserves the right to cancel or reschedule a conference due to insufficient enrollment or unforeseen circumstances. If the event is cancelled by Vet Voyagers, attendees will receive a refund of their registration fee. Vet Voyagers is not responsible for travel or lodging expenses incurred by attendees.We strongly recommend purchasing travel insurance for all events.

5. Travel & Lodging Responsibility

While Vet Voyagers CE may recommend or coordinate preferred hotels and room blocks, all travel arrangements are ultimately the responsibility of the attendee.

Vet Voyagers CE is not responsible for:

• Airline delays or cancellations

• Hotel policy changes

• Weather events

• Government or health-related travel restrictions

Attendees are encouraged to book accommodations within the event room block when available, as doing so supports the event and helps us keep registration costs reasonable.

6. Medical, Family, or Emergency Situations

We recognize that emergencies happen. While refunds are not guaranteed, we encourage attendees to contact us as soon as possible if unexpected circumstances arise. Requests will be reviewed individually and handled with care and consideration.

7. How to Request a Cancellation or Transfer

All cancellation or transfer requests must be submitted in writing to:

vetvoyagers@gmail.com

Please include:

• Full name

• Event name

• Reason for request

Requests are considered received once confirmed by our team.

8. Policy Updates

Vet Voyagers CE reserves the right to modify this Refund & Cancellation Policy at any time. Updates will be effective immediately upon posting to our website.

9. Contact Us

If you have questions about this policy, we’re always happy to help.

vetvoyagers@gmail.com